UIC s Budget Calendar & Budget Development Process

Transcription

1 UIC s Budget Calendar & Budget Development Process April 5, 2018, 3p 4p Conference Sponsors: The Office of the Chancellor, Budget & Financial Administration / Human Resources, the Office of the Provost and Vice Chancellor for Academic Affairs, the Office of the Vice Chancellor for Research, and the Office of Business and Financial Services

2 Workshop Presenter Mary Ellen Korman Associate Director, Budget & Financial Analysis Contact Information: 2

3 Turn off cell phones. Please Avoid side conversations. Time set aside for Questions after each major topic. Sign the attendance roster. Complete the evaluation at the end of the workshop. 3

4 Workshop Objectives Provide an Overview of an Annual Budget Calendar Budget Development Annual Budget Cycle Budget Queries Current Operating Ledger 4

5 Budget Calendar - Winter 5

6 Budget Calendar - Spring 6

7 Budget Calendar - Summer 7

8 Budget Calendar - Fall 8

9 Budget Planning Meetings Key Players Provost, VCHA, Chancellor Vice Chancellors, Associate Chancellors Deans, Vice Provosts Purpose Budget utilization Revenue and expenditures Enrollment capacity Budget reduction impacts Unmet needs 9

10 Budget Planning Meetings 10

11 Budget Planning Meetings Included in the discussion: CY State Allocations PY Budget Composition & Expenditures Report PY +2 State and Institutional recurring and NR template (previous slide) State reduction impacts FTE summaries and hiring plans Budget Requests General campus background materials If applicable: Deficit Reduction Plan, tuition changes impact, OIR Metrics Dashboard 11

12 Budget Calendar Questions? 12

13 Budget Development Module The Budget Development module has two components: Budget Development - Annual Budget Cycle Budget Queries Current Operating Ledger 13

14 Budget Development (Annual Budget Cycle) Used primarily during the May to July time frame To update worksheets with approved allocations and estimates that result in the upcoming fiscal year s accounted budgets for State, Institutional, Self Suppporting and Practice Plan funds. Units are required to use Budget Development to enter State allocation changes Self-Supporting and Service Plan budget entry is recommended, but optional. Units are NOT to use Budget Development to enter F&A or Admin Allowance budget changes 14

15 Please note Budget Development (Annual Budget Cycle - con t) Entries are made in whole dollars only. AFOs are to notify budgetoffice@uic.edu when completed, to be locked out of additional entries. The sum of your State worksheet is to match the State allocation provided by our office for your unit. No negative budgets! While you can add Account codes; we recommend that you not delete Account codes. Again, never, ever make entries to Institutional (i.e. F&A, Admin Allowance) budgets. 15

16 Budget Development Worksheet Example 16

17 Budget Development Worksheet Example 17

18 Budget Development (Annual Budget Cycle) Access Requests for Budget Development access are authorized by the college and vice chancellor Academic Fiscal Officer(s) who handle the annual budget process. For unit using centralized approach to budgeting, it is possible to grant query only access without posting to department users which would automatically provide Budget Queries functionality to those users. AFOs should send requests for access to: Include Name, UIN/Netid, college, school, and/or department code and type of access (edit or query only) 18

19 Budget Development (Annual Budget Cycle) Questions? 19

20 Budget Queries (Current Operating Ledger) Available throughout the year to authorized users (see previous slide) Advantages: Web based Quick data retrieval User friendly Choice of specific fiscal time period, comparative time periods, or current time data Ability to download data to a spreadsheet (with the exception of quick query results) 20

21 Budget Queries (Current Operating Ledger) Budget Development module is part of the UI Enterprise Applications and is accessed from the Enterprise Application Homepage: Select Administrative Applications Select Finance Select Web for Finance Select University of Illinois at Chicago Enter your Enterprise ID and Password Select Finance from the Main Menu Select and click Budget Queries 21

22 Budget Queries Once you reach this point, there are 3 Budget Query options: Budget Status by Account: shows financial data sorted by organization and account Budget Status by Organizational Hierarchy: shows financial data for an organization and its lower-level organizations in hyperlinked sections that increase in detail. Budget Quick Query Results: shows the Adjusted Budget, Year-to-Date expenses, Commitments, and Available Balance 22

23 Budget Queries Select Create Query to display the first page of query parameters (these parameters default to the choices you last made with this query, if any) Columns for the Budget Quick Query are preselected 23

24 Budget Queries Choose Operating Ledger Columns to Display Adopted Budget the original budget Budget Adjustments total of all recurring and cash adjustments Adjusted Budget Original budget plus/minus all recurring & cash budget Temporary Budget total of all cash adjustments Accounted Budget total of all budget transactions Year to Date total expenses Encumbrances committed purchase orders Reservations committed requisitions Commitments encumbrances and reservations Available Balance accounted budget less expenses (YTD) & commitments 24

25 Budget Queries Choose Operating Ledger Columns to Display (con t) Note that the Accounted Budget is the equivalent of the adjusted budget in the executive summary (FGIBDSR) Banner form. 25

26 Budget Queries Enter Data Parameters and Submit the Query Budget Status by Account Query Parameters Fiscal Year - Fiscal Period Chart of Accounts - Fund Organization Code: A valid six-digit organization code Or a three-digit organization code followed by a % A % sign entered by itself in the organization field will return result at a campus level You may also include: Account, Program, Activity, Location and/or Account Type 26

27 Budget Queries Enter Data Parameters and Submit the Query Budget Status by Organizational Hierarchy Parameters Fiscal Year - Fiscal Period Chart of Accounts - Fund Organization Code: At any level (department, college, school, etc) % sign cannot be the wild card for the Organization code The number 2 entered in the organization code will return campus-wide results You may also include: Account, Program, Activity, Location and/or Account Type 27

28 Budget Queries Downloading The displayed results can be downloaded in two ways: Download all ledger columns Download selected ledger columns (this is recommended since it s based on the columns that the user selected) 28

29 Budget Queries Saving Queries Saving queries for later reuse is optional Saving personal as opposed to shared queries is recommended. Enter a name for the query in the Save Query as field and click on Submit Do not check the shared checkbox A shared Query can be retrieved, used and changed by any user with access to Budget Queries and Budget Development 29

30 Budget Queries Example 1 of Budget Status by Organization Query College or Vice Chancellor Rollup Report for state fund at year end: Column Selection: Accounted Budget, Year to Date, Commitments, Available Balance Parameter Requirements: Chart 2, Fiscal Year 2017, Fiscal Period 14, Fund , Organization 2 30

31 Budget Queries Example 1 of Budget Status by Organization Query (con t) 31

32 Budget Queries Example 2 of Budget Status by Organization Query College or Vice Chancellor Rollup Report for state fund at end of lapse period: Column Selection: Commitments, Available Balance Parameter Requirements: Chart 2, Fiscal Year 2018, Fiscal Period 03, Fund , Organization 2 32

33 Budget Queries Example 2 of Budget Status by Organization Query (con t) 33

34 Budget Queries Example of Budget Status by Account Query Operating Ledger Statement: Column Selections: Accounted Budget, Year to Date, Commitments, Available Balance Parameter Requirements: Chart 2, Fiscal Year 2018, Fund , Organization , Program

35 Budget Queries Example of Budget Status by Account Query (con t) 35

36 Budget Queries Access Requests for Budget Query access are authorized by the college and vice chancellor AFO AFOS should send requests for access to: Include Name and UIN/Netid 36

37 Workshop Summary Annual Budget Calendar Winter Fall Budget Meeting Budget Development Annual Budget Cycle What funds are included Brief overview How to get access Budget Queries Current Operating Ledger Different examples of queries How to get access 37

38 Questions? 38